Administrative Coordinator/Senior Administrative Coordinator - FINFR

International Monetary Fund; Washington (District of Columbia); On-site; USD 70,000 - 110,000; Full time

Job summary

The International Monetary Fund in Washington, DC seeks a Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division. You will manage calendars, track deliverables, coordinate across teams, and ensure timely, high-quality outputs.

You will lead administrative operations, train junior staff, organize meetings and events, monitor information flow, and advise on Fund procedures with discretion in a fast-paced environment.

Qualifications

• High school diploma or equivalent; six years of relevant experience required.
• External candidates must have had at least two of the six required years of experience in a lead role.
• Strong knowledge of IMF policies, practices, procedures, and administrative processes.
• Ability to coordinate and collaborate across teams within the office, divisions, Front Office, other departments, and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions.

Responsibilities

• Provide direct administrative support to senior staff, including managing complex calendars, tracking deliverables, and action items.
• Coordinate and organize meetings, seminars, workshops, conferences, and events with logistics and attendees.
• Monitor, prioritize, and disseminate information and action items, advising staff on Fund procedures and Board documentation requirements.
• Prepare, organize, file, retrieve, and maintain records and documents in physical and electronic repositories.
• Promote, apply and continuously learn the responsible and effective use of AI and other productivity tools to enhance administrative workflows.

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Diplomacy

Problem solving

Independent work

Relationship management

Education

High school diploma or equivalent

Six years of relevant experience

Tools

PeopleSoft FINPROD

HRPROD

Workday

CRS

Nexus

Plunet

BCMS

Microsoft 365

Job description

Work for the IMF. Work for the World.The Finance Department (FIN) is seeking a highly skilled and adaptable Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division (FR). The selected candidate is an integral member of the division, providing support on a wide range of workstreams under time-sensitive competing deadlines and different stakeholders. The FR division, of about 40 staff, conducts all financial operations of the Fund with member countries; and prepares the Fund's financial statements and financial reports to the membership. It also coordinates the annual external audit and supports the External Audit Committee. The division contributes to the development of Fund financial policies and leads policy design and implementation related to the Fund's income position, audit arrangements, financial transactions, and operations. The successful candidate will support divisional management and coordinate divisional activities and contribute to efficient, timely, collaborative, and high-quality deliverables.Key Responsibilities:Provide direct administrative support to senior staff members, including managing complex calendars, tracking deliverables, and monitoring action items.Coordinate and collaborate effectively across teams within the office, divisions, Front Office, other departments, and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions.Lead the administrative operations of the office and actively transfer knowledge, train, and develop junior support staff to serve as effective backups and support business continuity.Organize meetings, seminars, workshops, conferences, and other events, including scheduling, logistics, material preparation, and coordination with participants and speakers.Monitor, prioritize, and appropriately disseminate information and action items, exercising discretion and sound judgment.Identify and address compliance issues in documents and correspondence, and advise staff on applicable Fund procedures, Board documentation requirements, and review processes.Prepare, organize, file, retrieve, and maintain records and documents in physical and electronic repositories.Maintain and analyze information from Fund systems and databases/lists, prepare routine reports and dashboards, and support management decision-making while helping ensure compliance with policies and procedures, as well as formatting the Fund’s financial statements and Board papers with minimal guidance from staff.Promote, apply and continuously learn the responsible and effective use of AI and other productivity tools to enhance administrative workflows and service delivery.Adapt to evolving priorities and proactively manage administrative responsibilities with minimal supervision.Qualifications and Experience:Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of six (6) years of relevant experience, is required. External candidates must have had at least two (2) of the six required years of experience in a lead role.Strong knowledge of Fund policies, practices, procedures, and administrative processes.Ability to coordinate and collaborate effectively across teams within the office, divisions, Front Office, other departments, and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions.Demonstrated proficiency in evolving Fund systems and applications, including PeopleSoft FINPROD, HRPROD, Workday, CRS, Nexus, Plunet, BCMS, and Microsoft 365 applications.Strong understanding of document preparation processes, including advanced experience with Board documentation production and the use of Fund templates.Strong proficiency in Microsoft 365 tools, including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Planner, and AI-enabled productivity tools.Exceptional organizational and communication skills, with strong attention to detail and the ability to deliver high-quality work under tight deadlines.Exceptional ability to stay calm and manage multiple and competing priorities accurately and effectively in a fast-paced environment.Demonstrated sound judgment, discretion, and professionalism in handling sensitive information and competing demands.Strong interpersonal, client-service, and relationship-management skills, with the ability to build trust and collaborate effectively with staff at all levels of the organization.Proven ability to work independently while contributing to a collaborative, team-oriented environment.Flexibility and willingness to adapt to changing priorities, readiness to provide backup support as needed, and contribute to seamless operational coverage across the department.Ability to anticipate needs, adapt communication styles to different audiences, and proactively identify solutions.Willingness to work flexible hours and overtime at short notice when operational requirements warrant.Front Office experience within the Fund is an advantage.A regular staff member who is selected to fill the vacancy will maintain their open-ended status. If the selected candidate is a contractual employee, they will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended.All applicants are expected to include a Statement of Interest as an attachment to the application, which may be used in the screening process for this vacancy.Only candidates who are currently residing in the Washington DC metro area will be considered.Candidates need to have passed the IMF Office Assistant Exam to be considered for this position.Department:FINFR Finance Department Financial Operations & ReportingHiring For:A05, A06The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.